Body of an Adjustment Letter

An adjustment letter generally has four parts.
		Examples
1. OPENING	A cknowledge correspondence.	Thank you for your letter of March 23. We received your letter of May 25.
2. PURPOSE	Apologize.	We apologize for the error. We regret any inconvenience.
3. ACTION	C orrect the problem	We will refund your money.
4. POLITE EXPRESSIONS	A pologize again. Be positive.	Again, we regret the error. Please accept our apologies. We, again, apologize for the inconvenience. We look forward to serving you in the future. We hope you will continue to do business with us.

A

S U N R I S E H O T E L Violetstraat 187, B-1000 Brussels, Belgium Tel 02 242 3765 Fax 02 242 3977

Mr Robert Grewe 25 September 200…

1674 Sea Harbor Drive

Orlando, FL 35509

USA

Dear Mr Grewe,

The Hotel Sunrise is always interested to hear the comments of its guests and we are glad that you have written to us.

I am extremely sorry that you found the service provided by Reception, the Hall Porter, and the Floor Waiter not up to our usual standard. I apologize for this and will make enquiries about it.

This year you took your holiday in August, which is our busiest month. The self‑service arrangement for lunch is always used in July and August. However, I regret that you had slow service at dinner.

I hope we will continue to receive your custom and that, if you have a complaint, you will inform my staff immediately so that we can deal with the problem there and then.

Yours sincerely,

Alan Rey

Manager

djustment letter

Language for handling complaints

Letters of apology: useful expressions

Introducing your complaint * I’m not one to make a fuss, but… * I don’t want to complain but… * I’m sorry, but I really feel I have to make a complaint about... * I am concerned about … * It does not appear to be consistent with … * We have enjoyed a long-standing relationship, but … * This type of misunderstanding makes it difficult for us… Handling a complaint I'm sorry to hear that. Let me take the full particulars. I fully understand.

was sorry to hear that... Please accept my sincere apologies for... I have thoroughly investigated your complaint... I apologise for the inconvenience. ... due to circumstances beyond our control. I will personally make sure ... I can assure you this will not happen again.

UNIT 4

Electronic correspondence

Part 1

Telex

The telex has all the advantages of sending a cable and in addition it is available in the office and offers a direct line, with immediate reply.

There are more than 70,000 UK and 900,000 worldwide lines. All telex numbers are published in the Telex Directory. . Company telex numbers is (are) given on printed company-forms (company letter-paper) in the letterhead or at the bottom of the page: e.g. TLX No. 783290, Telex 86286 Altaian G, Telex: 667844 Simcar G.

The word telex can be used as a verb, noun or adjective.

The telex system provides a 24 - hour service, and messages may be sent to a subscriber even when his teleprinter is unattended, if it has not been switched off. So it is possible to send messages at night ready to be dealt with first thing next morning. All calls are charged on a time-and-distance basis; moreover, the message can be corrected immediately if there is an error.

Operating the telex

The telex is a machine like a typewriter, but with a dial on its casing. You can send messages by dialling the receiver's number, or by dialling and using the keyboard for some countries, or by asking the operator at the exchange to connect you.

Once the telex operator has dialled the code, an answerback code will appear on the teleprinter indicating that the sender is through. If the wrong code appears, the sender merely dials again. The message is typed, as with a normal typewriter, and will appear on the receiver's machine.

Corrections are made by typing five Xs: WE ARE SEDXXXXX SNEDIXXXXX SENDING THE ORDER. (Sometimes E space E space is used: WE ARE SEDE E E SENDING THE ORDER.)

Each telex message is finished with a + sign, if the end is not clear, and a ++ sign is used after the last message. The sign + ? at the end of a message means either reply, confirm, or a further message will be sent, so that a new call does not have to be made.

Figures or unusual words are sometimes repeated at the end of the message. This is known as collation